Centers for Medicare Medicaid Services BEST PRACTICES IN

Centers for Medicare & Medicaid Services BEST PRACTICES IN FEDERAL MAIL January 28, 2015 Tina Dickens, Agency Mail Manager, EMCM, COR

CMS VISION AND MISSION Vision Statement A high quality health care system that ensures better care, access to coverage and improved health Mission Statement As effective steward of public funds, CMS is committed to strengthening and modernizing the nation’s health care system to provide access to high quality care and improved health at lower cost *CMS Strategy 2013 - 2017

SESSION AGENDA § BEST PRACTICES IN MAIL OPERATIONS § BEST PRACTICES IN CONTRACTS § BEST PRACTICES IN BUDGETS/COMMUNICATIONS

BEST PRACTICES IN MAIL OPERATIONS BEST PRACTICES § PRE-PRODUCTION PROCESS § POST PRODUCTION PROCESS § DE-DUPLICATION PROCESS

BEST PRACTICES IN MAIL OPERATIONS Use of pre-production tools to identify undeliverable mail • NCOA • CASS • LACS/LINK

EXAMPLE OF BEST PRACTICE MODEL: EXAMPLE: Beginning Volume Pre-Productions SAVINGS: MEDICARE AND YOU HANDBOOK MAILING 55, 000 pieces 39, 000 pieces +/- 1. 2 MILLION for the last 5 years

BEST PRACTICES IN MAIL OPERATIONS Use of post-production tools to identify cost saving opportunities • Presorting • IMB Requirement

EXAMPLE OF BEST PRACTICE MODEL: EXAMPLE: MEDICARE AND YOU HANDBOOK MAILING All contracts are required to have the capability to produce full service IMB mailings. SAVINGS: APPROXIMATELY $120, 000. 00 Yearly

BEST PRACTICES IN MAIL OPERATIONS Use of de-duplication processes to reduce receipt of unwarranted mail

EXAMPLE OF BEST PRACTICE MODEL: EXAMPLE: MEDICARE AND YOU HANDBOOK MAILING For the Medicare and You 2015 Handbook Mailing, Beginning Volume De-duplication process 45, 373, 746 37, 972, 620 SAVINGS: $4, 958, 754. 42

BEST PRACTICES IN CONTRACTS • Creating a Budget • Monitoring Contract • De-obligation Process

EXAMPLE OF BEST PRACTICE MODEL: • Creating a Budget • Monitoring Funding Needs • De-Obligation Process

BEST PRACTICES IN BUDGETS/COMMUNICATIONS • Identify Your Accounting POC • Stay Current on Postal Events • Communicate Updates to Staff

EXAMPLE OF BEST PRACTICES MODEL: • Develop a Working Relationship with POC • Postal Updates – Price Increases • Email Distribution List

ADDITIONAL BEST PRACTICES • Alternative Format • Identify formats that can mailed at Standard rates • Identify internal mail that can be mailed at significant savings.

EXAMPLE OF BEST PRACTICE MODEL: • Free Matter for the Blind • Identifying Mail that can be mail at Cost Effective Rate • Mail sent via Library Rate

QUESTIONS? Tina Dickens Agency Mail Manager 410 -786 -3895 Tina. dickens@cms. hhs. gov